Product
One record for everyone who works with you
Every person has one record: their details, address history, emergency contacts, employment history, documents and a timeline of what changed and who changed it. You can see what is missing, and sensitive fields stay with the roles that need them.
What problem does this solve?
Details about people rarely live in one place. Contact details sit in a spreadsheet, the contract is in a shared folder, a passport copy is in somebody's inbox, and the history of a job change is in a manager's memory. Nobody sets out to keep records this way. It happens as the business grows.
The cost shows up when someone asks. An employee wants to see what you hold. An adviser needs a start date. A client wants to know who reports to whom. You spend an afternoon assembling the answer, and you cannot always say who changed what, or when.
What HRHive does
- Keeps one record for each person, whether they are an employee, a worker, an individual subcontractor, an agency worker, another contractor or a matching-service provider. Their details, documents, employment history and timeline sit together.
- Starts small. Adding someone takes a name and an email address, and they can fill in the rest themselves.
- Holds contact details, address history, emergency contacts and employment history. A change of job title, manager, department, location, hours, pay, holiday entitlement or working pattern takes effect from the date you choose, and the earlier details stay in the history.
- Shows sensitive fields only to the roles that need them. Date of birth, National Insurance number and bank details are encrypted individually, with a separate key for each organisation.
- Holds back a bank detail change made by an employee until payroll has confirmed it with them.
- Shows what is missing or about to expire on each person: a contract, right to work evidence, a visa or document expiry, policies not yet acknowledged.
- Keeps a timeline of what changed, who changed it and when.
- Brings in the folders and spreadsheets you already have, and shows you what it found before anything is saved.
How it works
- Add the person. A name and an email address are enough. Say how they work with you, and whether to send onboarding now or to record someone who already works for you without sending it.
- Fill in the rest. The person completes their own details through an emailed link or the employee portal. You add what you already hold, or import a folder or spreadsheet.
- Record changes with a date. A promotion, a new manager or a change of hours takes effect from the date you choose, with a reason such as "Promotion" or "Annual review".
- Look for gaps. The People list can show only the people who need attention. Each record shows whether there is a contract, right to work evidence, a visa expiry and policies to acknowledge.
- Close the record properly. When someone leaves, record the leaving date and archive the record after their last day. See Offboarding.
What you see
The People list shows who is current, onboarding or has left, with a flag against anyone who has something to review. Open a person to reach their Overview, Details, Documents, Holidays, Employment, Right to work, Engagement, Policies, Requests, Cases and Timeline. Which tabs you see depends on your role.
The record it creates
The record keeps its history instead of overwriting it. A new address leaves the old one in the address history, with its dates. Each employment change is dated, and the previous details stay on the record. Bank details are stored encrypted, and earlier details are kept. Every change goes to the timeline with who made it and when.
When you need to show the whole file, HRHive prepares a personnel file as one PDF. You choose the sections: summary, personal details, emergency contacts, bank details, employment details, a document register, the holiday record, policies and acknowledgements, forms, cases you are authorised to see, and a sponsorship record if you hold a sponsor licence. Copies of documents, as PDFs and images, follow the summary and are grouped by section. The file respects field permissions, so it only holds what the person asking is allowed to see, and generating it is itself recorded on the timeline.
You can also download everything for one person as a ZIP with standard folders, or print a file cover, a document index and folder labels for the paper files you still keep.
Who can do what
Sensitive fields are kept apart from the rest of the record: bank details, salary, National Insurance number, date of birth and medical information. Each role sees only the ones it needs.
What happens next
What you record here feeds the rest of HRHive. Expiry dates and probation end dates become reminders. Missing records appear on the person's overview and in the Missing documents report. Reporting lines draw the organisation chart and decide which people a manager can see. Holiday balances use each person's working days and entitlement, which Leave explains. A leaving date starts offboarding.